Appropriate Dress

 

Academic conferences vary in their expectations for dress. Few have a formal dress code. But most expect their attendees and participants to present a reasonably professional appearance. If in doubt, check the published conference information or contact the organizers.

 

The typical style for attendees at academic meetings is at least "business casual." Presenters, session chairs, and convention staff typically dress in "interview style." For men, this is a basic suit and tie; for women, this is the corresponding professional style.

 

Some veteran presenters get away with less formal attire in their professional activities. Until you have established a reputation for quality work in your field, we recommend that you stick with the basic professional style when presenting or performing official functions.

Keeping Sessions on Time

As a volunteer session chair, you may be called upon to keep the speakers on time. This means giving time signals to the presenters, and even, potentially, asking them to finish to give the other presenters time to give their talks. Contacting the presenters ahead of time with information about presentation lengths is usually helpful.

Remember that most conferences, including BAAM, provide 10 minutes transition between events. Most will indicate this in the program.

To calculate the time available for each speaker, subtract at least a minute for the beginning of the session to get things going, and then subtract at least a minute for each introduction/transition between speakers, and then divide the remaining time accordingly. Thus, if there are three speakers in a 50-minute session, each will get about 15-minutes of speaking time. That is 50 minutes total, minus two minutes at the beginning of the session, and minus two more minutes.

It is OK for speakers to take less than their allotted times. If they have coordinated, some may get extra time--provided others take less.

AV Setup

Use the time before the start of the session to set up the computer and projector for the session. If you are a session chair, remind your session's speakers to test their presentations and equipment before the conference.

BAAM does not provide computers. It does provide an LCD projector. It is the speaker's responsibility to provide a computer with appropriate software and any adapters needed for standard VGA-input projectors. BAAM cannot provide adapters. All Apple Computers, iPhones, iPods, and iPads require adapters for VGA input, as do all non-Apple tablets, and an increasing number of PCs. Some new PCs have HDMI video outputs. (These are them same as same as used on large screen TVs). Presenters with such devices will need an HDMI-to VGA-adapter.

BAAM will provide amplified speakers upon advance request. The input to these devices is a standard 1/8 inch stereo plug. This is the same as on most headphones. Many presenters bring their own portable units.

 

It is OK for BAAM presenters to bring their own projectors and speakers if they are more comfortable using those.

Occupancy Code Enforcement

Fire and building authorities are strictly enforcing room capacities for safety and health reasons. Thus, BAAM or venue officials may be required to limit the number of occupants in the rooms to the maximum number permitted by law.

Are You Chairing a Session at BAAM?

Use this handy guide, and adapt as needed.

Single paper session | Multi-paper session or symposium

 

Sample Brief Introduction for Single-Paper Session

If you are a veteran, you will have your own style of introducing speakers. However, if you are new or assigned the task, consider using this guide. Just rewrite the text below with the appropriate information in place of the words in brackets. Practice until it sounds like you are just saying it from memory, as if you always knew it. If there are multiple authors, insert the additional information as indicated below. If time is short, you can shorten this introduction by omitting the details about the speakers' backgrounds. You can expand with more information. If there is time, and the speaker wants you to mention a recent book or some other important item of professional information, work it in. If some of the text does not apply omit or modify it as needed. For instance, if you have an hour of time for a 30-minute paper, omit the comments about limited time. Always get the needed information before the conference, and confirm it with the speaker or speakers.

At Beginning of Session (Give Greeting then Introduction)

Greeting

Good [Morning, Afternoon, Evening], I am [your name] from [your affiliation]. This [morning's, afternoon's, evening's] session will feature [number] presentations on the topic of [session topic or title]. I believe that you'll find today's paper interesting, and I'm honored to be able to introduce it and the presenter[s] to you. Because the time available for this session is limited, we are going to move directly to introducing the speakers.

Introduction

Our presentation will be given by [name] of [affiliation]. [Dr., Ms. Mr., Name] received [her, his] training at [university] under [advisor] and is currently [current title]. [Name] has conducted research and written on the subjects of [give research interests]. [Name's] most current work is on [subject of current work]. [His, her] recent [article, chapter, book] has been published [in, by] [journal, book].* [Her, his, their] presentation for us today will deal with [topic of paper] and is entitled: [Title of paper]. Now, without further delay is [name].

When Speaker Finishes (Optional; sometimes the speaker will invite questions.)

Thank you very much [name of presenter]. Our session ends at [time], so we have [minutes] left to take questions from the audience.

At End of Session (If needed, especially if session threatens to run over into the time slot for the next session.)

The time allocated for our session is over. As a courtesy to those who need the room for the next session, we should take our discussion into the hallway. Thank you very much for coming.

Additional Authors

If there are just two authors, you will probably have time to give each a short, reasonably complete introduction. You would repeat the standard introduction after saying, "The co-author of this presentation is..." If there are three or more authors and time is limited, you should give only the first or presenting author a full introduction. The remaining authors should be given abbreviated introductions in the form below:

"This paper is co-authored by [2nd author] of [2nd author affiliation], [3rd author] of [3rd author affiliation], and [4th author] of [4th author affiliation. " [Continue as needed.]

If all of the authors have the same affiliation, just list their names, then give the affiliation once.

 

Sample Brief Introduction for Multi-Paper Sessions or Symposia

Rewrite the text below with the appropriate information in place of the words in brackets. If there are multiple authors, insert the additional information at the asterisk as indicated below. You can shorten this introduction by omitting the details about the speakers' backgrounds. You can expand with more information. If some of the text does not apply omit or modify it as needed. Always get the needed information before the conference and confirm it with the speaker or speakers.

At Beginning of Session

Greeting

Good [Morning, Afternoon, Evening], I am [your name] from [your affiliation]. This [morning's, afternoon's, evening's] session will feature [number] presentations on the topic of [session topic or title]. Because the time available for this session is limited, we are going to move directly to introducing the speakers. If you have any questions or comments, please save them until after the final paper is given; they will be taken if time permits.

Introduction

Our [1st, 2nd, etc.] presentation will be given by [name] of [affiliation]. [Dr., Ms. Mr., Name] received [her, his] training at [university] under [advisor] and is currently [current title]. [Name] has conducted research and written on the subjects of [give research interests]. [Name's] most current work is on [subject of current work]. [His, her] recent [article, chapter, book] has been published [in, by] [journal, book].* [Her, his, their] presentation for us today will deal with [topic of paper] and is entitled: [Title of paper]. Now, without further delay is [name].

Between speakers

Thank you very much [Dr., Mr., Ms. Name]. Our next presenter is [repeat the Introduction with appropriate information].

After Final Presentation

Thank you very much [name of final presenter]. Our session ends at [time], so we have exactly [minutes] left to take questions from the audience.

End of Session

The time allocated for our session is over. As a courtesy to those who need the room for the next session, we should take our discussion into the hallway. Thank you very much for coming.

Additional Authors

If there are just two authors, you will probably have time to give each a short, reasonably complete introduction. You would repeat the standard introduction after saying, "The co-author of this presentation is..." If there are three or more authors and time is limited, you should give only the first or presenting author a full introduction. The remaining authors should be given abbreviated introductions in the form below:

"This paper is co-authored by [2nd author] of [2nd author affiliation], [3rd author] of [3rd author affiliation], and [4th author] of [4th author affiliation. " [Continue as needed.]

If all of the authors have the same affiliation, just list their names, then give the affiliation once.

Behavior Analysis Association of Michigan, Department of Psychology, Eastern Michigan University, Ypsilanti, MI 48197